6.2 Choosing a computer
It is important to plan how a computer will be used, before going
ahead and getting one. The first step is to think about whether
a computer is really necessary. If the collection is small (up
to about 500 materials), or consists mainly of books, a database
(computerised catalogue) will not be necessary. However, a computer
might be useful for accessing information from CD-ROMs or the
Internet, or for tasks such as word-processing.
It is important to consider:
- what services the resource centre offers, and whether the
users are within the same organisation or institution, or
at a distance
- whether the conditions are suitable – if the power
supply is poor, the computer will be out of use much of the
time, and if the telephone service is unreliable, access to
e-mail and other Internet services will be disrupted
- whether a computer is affordable – the ongoing costs
for anti-virus software and consumables such as printer ink
or ribbons, paper, and diskettes can be expensive.
6.2.1 How to plan for computers
If it seems that a computer will be useful, the steps to follow
are:
1. Analyse existing systems
2. Define the objectives
3. Carry out a feasibility study
4. Plan and set up the system
5. Test and evaluate the system.
1. Systems analysis
Start by analysing (reviewing) any manual systems that are being
used to organise and retrieve information. There might be an
opportunity to improve these systems when they are computerised.
Think about what the computer needs to be able to do. Do this
for each function that you are considering using the computer
for, such as word-processing, accessing CD-ROMs, using e-mail
and the Internet, and setting up a database.
2. Define the objectives
Write down what you want to be able to do. You need to have
clear objectives so that you can choose the most appropriate
hardware (equipment such as the computer and printer) and software
(programs supplied with the computer or on CD-ROMs that enable
the computer to function, such as word-processing or database
programs). Clear objectives can also provide the basis of a
funding proposal, whether you are seeking funds internally or
submitting a proposal to an external donor.
3. Feasibility study
Check whether a computer is feasible in terms of staffing, hardware,
software and other costs.
- Staff Consider who will use the computer,
what functions they will use it for, and whether the software
to carry out these functions (such as e-mail, Internet or
database programs) will only be available in the resource
centre or whether it will also be available in other departments.
Think about who will set up and manage e-mail, Internet and
database systems and who will provide technical support –
a member of staff or an external consultant. Also consider
who will check the e-mail messages each day and who will enter
data into the database.
- Hardware Consider what computer capacity
is needed (memory, processor, hard disk, modem). Some functions,
such as databases and desktop publishing, require a bigger
capacity than other functions, such as word processing. Note
the capacity needed by the function that needs the biggest
capacity. Find out the capacity of any existing computer equipment.
Consider whether this is sufficient or whether a new computer
needs to be obtained. Consider what else needs to be purchased
(see Section 6.3).
- Software Consider what software is already
available, if any, for each of the functions that you want
to use the computer for, and whether it is appropriate. Find
out what experience and technical support is available within
the organisation, locally, or nationally. For example, find
out who uses the same software and could provide advice.
- Other costs Also take into account the
running costs such as anti-virus software, diskettes, paper
and printer ribbons, and other costs such as training.
4. Plan and set up the system
It is important to think carefully about how to set up an e-mail
and Internet system or design a database, in the same way as it
is to plan the layout of the resource centre and the development
of information services. The systems must relate to the systems
analysis and objectives, and be practical and easy to use.
5. Test and evaluate
After setting up an e-mail or Internet system or designing a database,
it is important to carry out a test to ensure that they can do
what they are intended to do. For e-mail and Internet systems,
test the various functions, such as sending an e-mail message
(to one person or a group of people) and receiving messages, attaching
files, and searching and downloading information from the Internet.
Make a note of how long it takes, how easy it is to use, and what
support is provided by the Internet service provider (ISP) (see
Section 6.5: The Internet). For a database, enter about 20 sample
records (at least five records of each material type that the
database will need to handle). Make a note of how easy it is to
enter records for the various material types. Use these records
to carry out functions that the database will be used for, such
as searching, sorting and printing. These tests will enable you
to evaluate the systems, and sort out any problems at an early
stage.
next: 6.3 Hardware and software
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